Free Da 5840 PDF Form

How to Fill Out Da 5840

Filling out the DA Form 5840 requires attention to detail and an understanding of the form's significance. This document is critical for soldiers who need to designate a guardian or escort for their family members in their absence. It serves as an official agreement and acknowledgment of the responsibilities bestowed upon the chosen guardian, including the care and welfare of the soldier's family. Completing this form accurately ensures that all necessary arrangements are in place to support the family members, should the need arise. Here's a step-by-step guide to help navigate the process smoothly.

1. Start with the AUTHORITY section: Note that this form operates under the authority of both the 10 U.S.C. Section 3013, Secretary of the Army, and Army Regulation 600-20, Army Command Policy.
2. PRINCIPAL PURPOSE: Understand that the primary function of filling out this form is to formalize the guardian's agreement to take responsibility for a soldier's child(ren) during the soldier's absence.
3. Read through the ROUTINE USES and DISCLOSURE statements: Acknowledge that there are no routine uses outside the specified purpose and that providing the requested information is voluntary, but failure to do so may affect the Family Care Plan negatively.
4. Review the PRIVACY ACT STATEMENT: This statement outlines the purpose of the form and the implications of not providing the required information.
5. Guardian/Escort Information: Fill in the section that starts with "I was provided an original DA Form 5841..". Here, you’ll need to list the names and ages of the family members for whom you're assuming responsibility, as well as the name of the soldier.
6. Affirmation of Acceptance: Check the statements confirming your agreement to accept responsibility for the listed family members and your receipt of all necessary documents for their care.
7. Guardian’s Printed Information: Enter the guardian's printed name, address (including ZIP code), and contact information (telephone number, including area code, and email address).
8. Signing: The guardian must sign and date the form, respecting the format YYYY/MM/DD for the date.
9. Notarization: The form must be taken to a Notary Public for acknowledgment. The Notary will fill out the state and county where the acknowledgment takes place, the date, and provide their signature along with the expiration of their commission.

With careful attention to each step, the process of filling out the DA Form 5840 can be completed efficiently. Ensuring the accurate and thorough completion of this document is essential for the peace of mind and preparedness of both the soldier and the designated guardian.

What is the DA Form 5840?

The DA Form 5840 serves as a Certificate of Acceptance as Guardian or Escort. It is a formal document used by members of the U.S. Army to designate an individual who will take responsibility for their child(ren) in their absence. This form is part of the Family Care Plan, which is essential for soldiers who need to ensure that their family members are taken care of during deployment or any other period of absence.

Why is the DA Form 5840 necessary?

This form is critical because it provides a legal acknowledgment that an appointed guardian or escort has agreed to assume responsibility for a soldier's family members in their absence. It is a key component of the Family Care Plan, ensuring that soldiers can fulfill their duties without concern for the well-being of their children, knowing they are in trusted hands. The form also facilitates the guardian's access to necessary military/civilian facilities, services, benefits, and entitlements for the care of the family members.

Who can be designated as a guardian or escort on the DA Form 5840?

Any individual chosen by the soldier, who is willing and able to take on the responsibility of caring for the soldier's child(ren) during their absence, can be designated. The chosen guardian must be capable of providing for all necessary aspects of the child’s care, including financial, medical, educational, living quarters, and subsistence needs.

What information is required on the DA Form 5840?

The form requires the guardian's full name, address, telephone number, and email address. It also necessitates the guardian's acknowledgment of responsibility for the named family members, evidence of having received all necessary documents for their care, and a briefing on accessing military and civilian support services. The guardian's signature must be notarized to validate the form.

Is there a specific process for submitting the DA Form 5840?

While specific submission processes can vary depending on the military unit and location, generally, the completed and notarized DA Form 5840 should be submitted to the soldier's commanding officer or unit Family Readiness Officer as part of the Family Care Plan packet. They may provide further instructions or requirements for the soldier's particular circumstances.

What happens if the DA Form 5840 is not provided?

Failure to provide a completed DA Form 5840, as part of a comprehensive Family Care Plan, can have serious consequences. The absence of this form could lead to the rejection of the Family Care Plan, potentially affecting the soldier's deployment readiness and status within the Army. In certain cases, it might also impact the soldier's career, given the importance the Army places on family readiness.

Can the designated guardian or escort change over time?

Yes, soldiers can update their Family Care Plan and designate a new guardian or escort by completing a new DA Form 5840. Life circumstances change, and the Army recognizes the need for flexibility in caregiving arrangements. It is important for soldiers to keep their Family Care Plan current to reflect the most reliable and practical arrangements for their family members.

Are there any legal implications of signing the DA Form 5840?

By signing the DA Form 5840, the designated guardian or escort legally acknowledges their acceptance of responsibility for the soldier's child(ren). Although it is a military form, it has significant legal implications regarding guardianship and should be considered carefully. Guardians should be fully prepared to uphold their commitments and understand the extent of the responsibilities they are assuming.

What is the role of the notary in the DA Form 5840?

The notary public plays a crucial role in the process by verifying the identity of the guardian or escort and witnessing their signature. This step adds a layer of legal formality and authentication to the document, ensuring that the guardian’s acceptance of responsibility is officially recognized and binding.

Where can I find more information about the DA Form 5840 and Family Care Plans?

For more detailed information about the DA Form 5840 and the development of Family Care Plans, soldiers should consult their unit's Family Readiness Officer or legal assistance office. Additionally, the Army's official regulations and guidance, including Army Regulation 600-20, provide comprehensive details about the requirement and utilization of Family Care Plans.

Filling out the DA Form 5840, the Certificate of Acceptance as Guardian or Escort, is a crucial step for service members in preparing their Family Care Plans. However, individuals often make errors during this process that can lead to difficulties. Here are eight common mistakes:

1. Not providing complete information on all required fields. Every section of the DA Form 5840 is designed to capture essential details about the guardian or escort, and the family members involved. Omitting information can result in the form being rejected.

2. Failing to obtain a legally sufficient authority document, such as the DA Form 5841 (Power of Attorney), that officially appoints the guardian or escort. This document is foundational to the form's acceptance.

3. Overlooking the requirement to list all family members to be cared for under the guardian's responsibility. This includes not just children, but any dependent that relies on the service member for support.

4. Inaccurate or unclear information concerning the guardian’s ability to provide financial, medical, educational, quarters, and subsistence support. Vague details can lead to misunderstandings about the extent of the guardian's responsibilities.

5. Ignoring the necessity of being briefed on accessing military/civilian facilities, services, benefits, and entitlements. This oversight can lead to complications and delays in obtaining needed support for family members.

6. Errors or discrepancies in personal information, such as typos in names, addresses, or incorrect contact information. Such mistakes can impede communication or the delivery of essential documents and information.

7. Omitting the notary section or improperly completing it. This portion of the form must be acknowledged before a notary to ensure its legal validity and acceptance.

8. Forgetting to include or incorrectly entering the date in the appropriate format (YYYY/MM/DD). The correct date is critical for the document's timeliness and effectiveness.

When these mistakes are made, they can significantly delay the approval of a Family Care Plan, impacting the service member's duty assignment and the well-being of their family members. It is imperative for individuals to review the form meticulously, consult with a legal advisor if necessary, and ensure that all information is complete, accurate, and legally verified.

When handling the responsibilities tied to the DA Form 5840, which is a Certificate of Acceptance as Guardian or Escort, understanding the interconnected web of required documents is crucial. This form is part of a larger framework designed to ensure the well-being of a soldier's dependents in their absence. Navigating through this paperwork requires a grasp of several additional documents, each serving a unique but complementary purpose. Below, we delve into a few forms and documents commonly utilized alongside the DA Form 5840. Their descriptions aim to shed light on their significance in the process, providing a more comprehensive perspective.

• DA Form 5841: This is a Power of Attorney form that grants the guardian or escort the legal authority to act on behalf of the soldier's dependents. It's a crucial document that complements the DA Form 5840, as it formalizes the guardian's authority in legal terms, enabling them to make decisions and access services and benefits for the dependents. Often, it's the legal groundwork that supports the commitments outlined in the DA Form 5840.
• Family Care Plan: This comprehensive plan is required for soldiers who have dependents and might be deployed. It outlines the long-term care strategy for dependents, including medical care, education, financial support, and housing. The Family Care Plan works hand in hand with the DA Form 5840 by ensuring there's a clear, actionable strategy for the care of dependents in the soldier's absence, grounded in the commitments made by the guardian or escort.
• DD Form 1172-2: The Application for Identification Card/DEERS Enrollment is crucial for dependents to access military and civilian facilities, services, benefits, and entitlements. It's an essential document for the guardian or escort, as mentioned in the DA Form 5840, enabling them to ensure the dependents receive necessary support. By securing ID cards, dependents are recognized within the military system, making the logistics of care and support more streamlined and accessible.
• DA Form 5305: Also known as the Family Care Plan Counseling Checklist, this document ensures that all considerations regarding the care of dependents are discussed and understood. It's a form of due diligence, ensuring that the guardian or escort is fully briefed and prepared for the responsibilities they are accepting. This form complements the DA Form 5840 by adding an additional layer of preparedness and confirmation of the guardian or escort's capabilities.

In essence, the DA Form 5840 does not exist in isolation; rather, it's a pivotal piece within a larger puzzle of care and responsibility. Each document mentioned plays a vital role in securing the welfare of a soldier's dependents. Together, they form a legally binding and comprehensive framework aimed at ensuring dependents' well-being is maintained in the soldier's absence. Understanding and accurately completing these forms and documents is not just a bureaucratic requirement but a testament to the commitment to care and support those who depend on it the most.

The DA Form 5840 acts as a Certificate of Acceptance as Guardian or Escort, crucial for military personnel to ensure the care of their dependents during their absence. This form shares similarities with other documents that also facilitate care arrangements, grant authority, or protect the interests of dependents in various capacities. Let's explore nine documents similar to the DA Form 5840:

• DA Form 5841 (Power of Attorney): Directly referenced within the DA Form 5840, this document acts as a legal instrument giving someone the authority to act on behalf of another person, typically in financial or healthcare decisions. It’s particularly similar because it can name a guardian or escort, providing them with the legal authority to make decisions for a service member’s dependents.
• DD Form 1172-2 (Application for Identification Card/DEERS Enrollment): Required for enrolling dependents in the Defense Enrollment Eligibility Reporting System (DEERS) and obtaining military ID cards. It is similar to the DA Form 5840 as it requires a service member or guardian to provide information ensuring the welfare and eligibility of dependents for military benefits.
• Form SS-5 (Application for a Social Security Card): While not military-specific, this form is vital for ensuring dependents have a social security number, which is crucial for accessing various services and benefits, similar to how DA Form 5840 ensures dependents can access military/civilian facilities and entitlements.
• Health Care Proxy or Medical Power of Attorney: A document that appoints someone to make healthcare decisions on another’s behalf, it mirrors the DA Form 5840’s aspect of empowering a guardian to make important decisions for a service member’s dependents.
• Child Custody Agreement Forms: These forms outline the arrangement between parents regarding the welfare and custody of their children. Similar to DA Form 5840, they ensure the child’s care and protection in the parent's absence.
• Advanced Health Care Directive: Similar to the DA Form 5840 in intent, this document specifies what medical actions should be taken for a person's health if they are no longer able to make decisions due to illness or incapacity, ensuring the well-being of a person when they cannot act on their own behalf.
• DD Form 2558 (Authorization to Start, Stop or Change an Allotment): This form is used by military personnel to start, stop, or modify an allotment from their pay, crucial for managing financial support for dependents, similar to how the DA Form 5840 ensures the guardian has documents required for financial support.
• School Enrollment Forms: These documents are necessary for enrolling a child in school, ensuring their educational needs are met. They bear resemblance to the DA Form 5840's provision for educational support in the service member’s absence.
• Family Care Plan Forms: Often required by military personnel to outline care arrangements for dependents in their absence. These may include various forms and legal documents, including the DA Form 5840, compiling a comprehensive plan to ensure dependents’ needs are comprehensively addressed.

Each of these documents, while unique in their purpose and function, shares the common goal of protecting, empowering, and providing for someone’s well-being, security, or future, akin to the objectives of the DA Form 5840.

Filling out the DA Form 5840, the Certificate of Acceptance as Guardian or Escort, is a critical step in ensuring the care of a soldier's family members in their absence. To assist in accurately completing this important document, here’s a list of dos and don'ts:

• Read all instructions carefully before starting to fill out the form. This ensures you understand every requirement and provide accurate information.
• Gather all necessary documents beforehand, including the DA Form 5841 (Power of Attorney) or any other legal documents that appoint you as guardian or escort.
• Confirm the accuracy of the family members’ names and ages listed on the form to avoid any confusion or errors in official records.
• Double-check the contact information you provide, including your address, telephone number, and email address, for correctness and completeness.
• Sign and date the form in the presence of a notary public to validate its legitimacy. Make sure the notary properly fills out their section as well.
• Keep a copy of the completed form and all related documents for your records and potential future reference.
• Submit the form promptly to the appropriate authority or department as directed in its instructions or by protocols, ensuring no delay in its processing.

• Rush through the form without understanding every part. Taking your time prevents mistakes that could complicate or delay the acceptance process.
• Overlook any section or leave blanks unless the form specifically instructs to do so under certain conditions. If a section does not apply, write “N/A” (not applicable).
• Assume you don’t need to consult with a legal advisor. If there’s any confusion or uncertainty, getting professional advice can help navigate the legalities correctly.
• Use unofficial forms or versions. Always ensure you are filling out the most recent edition of the DA Form 5840, as outdated forms may not be accepted.
• Forget to check your eligibility or authority to serve as guardian or escort under the specific guidelines and requirements outlined in Army Regulation 600-20.
• Submit the form without reviewing all the information for accuracy and completeness. A quick review can catch errors you might have accidentally made.
• Underestimate the importance of the notary’s section. Not having it properly completed can invalidate the entire form.

Following these guidelines can help ensure the DA Form 5840 is filled out accurately and efficiently, supporting a smooth process in establishing a guardian or escort arrangement for the soldier’s family members.

Misconceptions about the DA Form 5840, Certificate of Acceptance as Guardian or Escort, might lead to confusion or misunderstanding surrounding its purpose and requirements. It's essential to address and clarify these misconceptions to ensure accurate completion and adherence to Army regulations.

While the DA Form 5840 does involve the acceptance of guardianship or escort duties, it does not itself grant legal power of attorney. The form confirms the guardian’s agreement to care for a soldier's child(ren) in the soldier’s absence, and it should be accompanied by a DA Form 5841 or another legally sufficient authority document.

Although primarily intended for use within the military community, the form can also be relevant for civilians who are appointed as guardians or escorts for the children of military personnel.

While filling out the form is voluntary, full disclosure of requested information is crucial. Failure to provide complete details might result in the rejection of a Family Care Plan.

Completing and submitting the DA Form 5840 does not guarantee acceptance of a Family Care Plan. It's one of several steps in the process, which includes review and approval by designated military authorities.

Although commonly associated with deployments, this form is also pertinent in other circumstances where a soldier might be unable to perform parental duties, such as during certain training programs or missions.

While the form states there are "no routine uses" of the information it collects, in practice, the details furnished help ensure the well-being of military family members in the soldier's absence by facilitating their access to military and civilian services.

The need for a notary public to acknowledge the form may vary. In some situations, other military officials may perform this function, depending on the specific procedures of the unit or installation.

Although comprehensive, the DA Form 5840 is designed to be straightforward. Guidance is available for soldiers and guardians to ensure accurate completion, including from legal assistance offices within the military.

This form is an integral component of a soldier’s Family Care Plan, which comprises several documents detailing arrangements for the care of family members. It’s not a standalone solution but part of a broader requirement to support family readiness.

When navigating the process of filling out the DA 5840 form, there are several essential points to keep in mind that can help ensure the procedure runs smoothly and effectively:

• The DA 5840 form serves as a Certificate of Acceptance as Guardian or Escort. This document is vital when a soldier needs to appoint someone to take care of their child(ren) due to absence because of military duty.
• This form is governed by Army Regulation 600-20, which outlines the army's command policies. Understanding these regulations can provide both the guardian and the soldier with a clear framework of the responsibilities and expectations involved.
• Filling this form requires voluntary disclosure of information. However, it's important to note that not providing all requested information might result in a refusal of the Family Care Plan, emphasizing the necessity of completeness.
• The guardian is required to agree to take full responsibility for the soldier’s family members named in the document, which includes financial, medical, educational, and general welfare aspects.
• Before signing, the guardian must confirm that they have received all necessary documents and have been briefed on how to access military and civilian facilities, services, benefits, and entitlements for the dependents.
• For legal validity, the form must be acknowledged in the presence of a Notary Public, who verifies the identity of the guardian or escort and witnesses their signature. This step is crucial for the document to be recognized under the law.
• Upon completion, the DA 5840 serves as a key component of a soldier's Family Care Plan, which is a requirement for all soldiers who have family members that might need care in their absence. This plan must be approved by the soldier's command to ensure compliance with military requirements and expectations for family readiness.

Understanding these key aspects of the DA 5840 form can greatly facilitate the process for all parties involved, ensuring that family members of soldiers are properly cared for in the soldier's absence while adhering to the necessary Army guidelines and regulations.